The Bidding Letter of Intent is a crucial document in the Philippine procurement landscape, required at the initial stages of participating in a competitive bid process. This document, heavily regulated under Republic Act 9184 and its implementing rules, serves as the formal expression of a potential bidder's interest in participating in a specific procurement opportunity. It is typically submitted following the publication of an Invitation to Bid and before the submission of detailed bid documents. The Bidding Letter of Intent must demonstrate the bidder's serious intention to participate while confirming their willingness to comply with all procurement requirements. It often includes basic company information, project details, compliance statements, and is accompanied by preliminary qualification documents. This document is particularly important in public sector procurement but is also widely used in private sector bidding processes in the Philippines.
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1. Letter Header: Complete business details of the bidder including company name, address, contact information, and date
2. Recipient Details: Full name and address of the procurement entity or bid committee chairperson
3. Subject Line: Clear reference to the specific project/procurement and bid reference number
4. Introduction: Formal opening stating the purpose of the letter and reference to the invitation to bid
5. Project Identification: Detailed description of the project being bid for, including official project name and reference numbers
6. Declaration of Intent: Clear statement of intention to participate in the bidding process
7. Compliance Statement: Declaration of willingness to comply with all bidding requirements and regulations
8. Contact Information: Designated contact person for all bid-related communications
9. Closing: Formal closing with authorized signatory block
1. Company Profile Summary: Brief overview of company qualifications and experience, used when introducing company to a new procurement entity
2. Preliminary Approach: High-level description of proposed approach to the project, included when specifically requested by procurement entity
3. Joint Venture Declaration: Statement of intent to form joint venture with other parties, if applicable
4. Special Certifications: Mention of specific certifications or qualifications relevant to the project, included when bidder holds distinctive qualifications
5. Financial Capability Statement: Brief statement of financial capacity to undertake the project, included for high-value projects
1. Appendix A - Company Registration Documents: Certified copies of business registration, licenses, and permits
2. Appendix B - Tax Compliance Certificates: Current tax clearance and compliance certificates
3. Appendix C - Authorization Documents: Board resolution or special power of attorney authorizing the signatory
4. Appendix D - Technical Qualifications: Relevant project experience and technical capabilities documentation
5. Appendix E - Financial Documents: Basic financial statements or proof of financial capacity
6. Appendix F - Joint Venture Agreement: Draft JV agreement or protocol (if applicable)
Relevant legal definitions
Clauses
Relevant Industries
Construction
Information Technology
Infrastructure
Healthcare
Education
Transportation
Energy
Telecommunications
Defense
Agriculture
Public Works
Professional Services
Manufacturing
Real Estate Development
Relevant Teams
Legal
Procurement
Business Development
Operations
Finance
Compliance
Commercial
Sales
Executive Leadership
Project Management
Bid Management
Relevant Roles
Procurement Manager
Bid Manager
Contract Administrator
Business Development Manager
Project Manager
Legal Counsel
Chief Executive Officer
Managing Director
Operations Director
Commercial Manager
Compliance Officer
Tender Coordinator
Chief Financial Officer
Sales Director
General Manager
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